Preparing to Be a Science Fair Coordinator

If you are in charge of coordinating a science fair at your school, it is best to start about 9 to 12 months ahead of time. The following list will help you through the process.

Getting Started

• Recruit volunteers, teachers and parents to be on a science fair committee.
• With the committee’s help, establish a project timeline that will be distributed to all students.
• Schedule the gym for the fair and room for the judges to meet.
• Schedule school awards ceremony.
• Meet with members of the science department and an administrator to decide on the format of the fair.
• Select date when the science fair will be introduced.
• Decide if participation will be mandatory or voluntary.
• Decide how teachers will encourage students to participate.
• Decide what if any prizes will be offered.
• Schedule the time and the facilities for the fair.
• Schedule time for class and parent viewing of projects.
• Be sure you will have access to enough tables for exhibits.

Preparing for the Fair

• Get parents involved
• Develop a package of material to send to parents that includes the following:

  A cover letter from the principal and the science fair coordinator to introduce the science fair to parents.
  Introduce science fair and the reasons students should participate in the program.
  Provide a timeline of important project dates, after-school work sessions and the actual science fair date.
  Provide an overview of the rules

  Explain the parent’s role in the child’s project.
  Request volunteers and provide a list of possible duties.
  Request mentors to help students with projects.
  Request prize donations.
  Prepare students

  Announce dates for the science fair.
  Provide rules and forms to the students as they plan their projects.
  Collect student applications for review. Assign project numbers.
  Conduct after-school project work sessions when students are done with projects and are ready to assemble their exhibit board.
  Schedule a classroom that can be used for project work after school.
  Schedule parent or college student volunteers to help and mentor students at the after-school sessions.
  Have supplies, felt pens, construction paper, and computers for word processing available if possible. Note: Allow students to leave their boards at school if possible. (You will need a secure location to store project boards between sessions.)
  Recruit and prepare judges

Recruit judges at least three months prior to the fair.

• Create a recruiting letter, distribute and follow up by phone
• Local volunteer agencies
• Industry community affairs offices
• Medical offices, hospitals
• Local college science departments
• Create a judges form
• Provide judges with judging guidelines and procedure.
• Call judges to remind them of their commitment a few weeks before the fair.

Set up scoring and judging criteria

Prepare a scoring rubric that provides judges with a way to assign a point total for each project. (See judging guidelines for Intel ISEF scale).
Supply your judges with your scoring rubric prior to the fair to allow them time to become familiar and to ask questions as needed.
Review judging criteria with your judges the day of the fair. Note: If possible, have each project judged by two judges. This will be helpful if there are any issues regarding a project.
Arrange for ribbons and awards

Order ribbons and certificates for students (You may be able to create the certificates with a word processor). Allow 4 to 6 weeks for delivery.
Decide if anyone will receive medals and order them.
If prizes are donated, decide how they will be awarded.
Present prizes at school awards ceremony.

One Week Prior to the Fair

• Finalize volunteer assignments:
• Gym set-up
• Student check-in - collection of student display form
• Help students to set up projects
• Safety monitor
• Provide refreshments for the judges
• Gym clean-up
• Create student display form: name, type of project, and project number.
• Create judging assignments.

Day of the Fair

• Meet with the judges to review judging criteria and judging assignments.
• Tabulate scores from judges.
• Decide on a school winner. It’s nice to announce the same day.
• Make a list of the finalists who will move onto the next fair (district, regional, etc.).
• Keep projects on display for staff, student, and parent viewing.

After the Fair

• Students pick up projects.
• Volunteers clean up display area and return tables.
• Write thank you notes to judges and volunteers.
• Congratulate all who participated on a job well done!
• Meet with science fair committee to discuss the fair process, what went well, what needs to change.
• Recruit students with superior projects to present at science classes, to encourage participation next year. Let them help spread the word.
• Ask classroom teachers to encourage their students to start new projects over the summer.
• Get started on next year’s fair!

Recruiting Science Fair Volunteers

Volunteers are a crucial part of any science fair. Here are some thoughts on how you can recruit and use volunteers for your fair.

Volunteers can be recruited to help in the following positions:

• Student mentoring with projects
• Help at after-school workshops
• Student check-in at the fair
• Set up room for fair day
• Clean up at fair day
• Help students set up their projects for exhibit
• Donate prizes
• Judge projects
• Transportation to school or local Intel®ISEF-affiliated fair

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  Sample Volunteer Recruiting Letter

  Dear Parents, Staff and those interested in fostering science activities for students:

  Our school will be holding its annual science fair on (insert your date here). We hope to repeat the success of last year and have a fair with many exciting student projects. As you know, to have a successful Science Fair, the help of many individuals is required. You can ensure a rewarding experience for our participants by volunteering time in one or more of the following activities:

  Be a mentor. Help students design and make their science project exhibit board.
  Help at after-school workshops (sign up for one or more 90 minute sessions).
  Check in students at fair day
  Judge projects
  Help set up room for fair day
  Clean up at fair day
  Help students set up their projects for exhibit
  Donate prizes
  Provide refreshments for judges
  Provide transportation to school or local Intel ISEF-affiliated fair
  Please consider how you might be able to contribute to our school fair and contact (insert the science fair coordinator here). Your help is essential to the success of our fair!

  If you have a student at our school you may return your form to the science teacher. We look forward to a great fair. Your help will make it possible.

  Sincerely,

  Science Fair Coordinator